Word v.X Spellchecker "Change All" problem

[jlastowka]

I have every version of Word from 4.0 through v.X, but am still using
5.1.

In major part, because I have hundreds of form documents with
intentionally misspelled words that the Word 5.1 spellchecker lets me
correct by "Change All" to substitute names, etc. Word v.X doesn't.

Word v.X allows "Change All" only to insert the dictionary spellings
that it suggests. Not for names or phrases that I want to type in.

e.g. If I try to substitute John Doe for misspelled word xCLIENTNAME
every time it appears, "Change All" is greyed out.

In 5.1, it is an easy process and I am used to doing it that way.

Am I missing something? Is there some way that the Word v.X
spellchecker will allow "Change All" instead of making me type in the
change each time the misspelled word appears in the document? Did Word
2004 change this? Is my copy of Word misfunctioning?

 

[Paul Berkowitz]

I have every version of Word from 4.0 through v.X, but am still using
5.1.

In major part, because I have hundreds of form documents with
intentionally misspelled words that the Word 5.1 spellchecker lets me
correct by "Change All" to substitute names, etc. Word v.X doesn't.

Word v.X allows "Change All" only to insert the dictionary spellings
that it suggests. Not for names or phrases that I want to type in.

e.g. If I try to substitute John Doe for misspelled word xCLIENTNAME
every time it appears, "Change All" is greyed out.

In 5.1, it is an easy process and I am used to doing it that way.

Am I missing something? Is there some way that the Word v.X
spellchecker will allow "Change All" instead of making me type in the
change each time the misspelled word appears in the document? Did Word
2004 change this? Is my copy of Word misfunctioning?

How about using Edit/Replace, enter Find: xCLIENTNAME, Replace: John Doe,
click Replace All. That seems pretty easy to me.

As long as you have unchecked Preferences/Spelling & Grammar/Suggest from
main dictionary only, you will always see appropriate substitutions from
your own Custom Dictionary that you have added also offered for spelling
corrections. But, quite frankly, "John Doe", even if added (which it doesn't
need to be since it's not considered a misspelled word by Word), will
_never_ be offered as a substitution for "xCLIENTNAME" since it's nothing
like "xCLIENTNAME". It's NOT a spelling correction: it's a replacement. It
would not be a good idea to add it as an auto-correction either, since next
time you will want "Mary Smith", not "John Doe".

You're attempting to misuse a Spelling check as Find/Replace. You may have
found it handy that Word 5.1 let you abuse it that way - that's just because
it had a poor mechanism for Spelling check, which has been fixed.

Just start using Find/Replace. It's a fantastic mechanism that works
perfectly. You can still use red underlines as guidelines for finding all
the terms you need to replace and make sure you don't miss any. When there
are no more red underlines, you're done. You can go through the document
double-clicking each red underline and pressing cmd-C to copy ("xCLIENTNAME"
for example) then press shift-cmd-H to bring up the Replace box, back space
to remove the space at the end, type in "John Doe" - once, and press Replace
All.

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[CyberTaz]

Excellent points, Paul, but the simplest solution is that the OP is 1
upgrade short. Word 2004 allows what he/she wants to do.

I still agree with you that the technique leaves something to be desired for
at least one additional reason... What about _correctly_ spelled names that
spell check wouldn't catch, anyway?

Regards |:>)

How about using Edit/Replace, enter Find: xCLIENTNAME, Replace: John Doe,
click Replace All. That seems pretty easy to me.

As long as you have unchecked Preferences/Spelling & Grammar/Suggest from
main dictionary only, you will always see appropriate substitutions from
your own Custom Dictionary that you have added also offered for spelling
corrections. But, quite frankly, "John Doe", even if added (which it doesn't
need to be since it's not considered a misspelled word by Word), will
_never_ be offered as a substitution for "xCLIENTNAME" since it's nothing
like "xCLIENTNAME". It's NOT a spelling correction: it's a replacement. It
would not be a good idea to add it as an auto-correction either, since next
time you will want "Mary Smith", not "John Doe".

You're attempting to misuse a Spelling check as Find/Replace. You may have
found it handy that Word 5.1 let you abuse it that way - that's just because
it had a poor mechanism for Spelling check, which has been fixed.

Just start using Find/Replace. It's a fantastic mechanism that works
perfectly. You can still use red underlines as guidelines for finding all
the terms you need to replace and make sure you don't miss any. When there
are no more red underlines, you're done. You can go through the document
double-clicking each red underline and pressing cmd-C to copy ("xCLIENTNAME"
for example) then press shift-cmd-H to bring up the Replace box, back space
to remove the space at the end, type in "John Doe" - once, and press Replace
All.

-- (e-mail address removed)

 

[jlastowka]

Sorry, Paul. I have problems with your suggestion of "abuse" or
"misuse". I think they are strange and strong words to use in the
context of a discussion about getting work done.

I use software programs that make my work easier. That's why I've used
macs in my law office since the mid 80's. And prepared well over
15,000 documents the way that I described, with Word 5.1. No need
for me to do it any different now unless I want to use a newer version
of Word or a different product. I've bought every new version since
4.0 except Word 2004, and choose not to use any of them after 5.1,
apparently because someone decided that I should not be allowed to do
what I do.

The Word 5.1 spellcheck routine makes my work easier. I tried your
Find/Replace suggestion years ago. And recently. With the number of
documents that I prepare weekly, the simplicity of correcting an
intentionally misspelled word with one entry beats the Find/Replace
solution by a mile.

Does Word 2004 still stop me from doing what I want to do?

 

[Paul Berkowitz]

It doesn't. 2004 _appears_ to allow it: "Change All" button is clickable.
But I found it didn't actually change all, it just changes one instance...

--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <http://macscripter.net/scriptbuilders/>

Please "Reply To Newsgroup" to reply to this message. Emails will be
ignored.

PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.

 

[CyberTaz]

Odd we should get different results...

I had tested it several time before sending that post, and just tried it
twice, again,

Have put together a 6 page handout for a QuarkXPress class next week. Used
Spell Check to Change All occurrences of QuarkXPress to Quick and _no_
instances were missed. Also tried replacing it with ddddd, which prompted a
message indicating that ddddd was not in the dictionary, but still allowed
me to use it. Once again, no instances were missed.

Perhaps the feature is fickle?

Regards |:>)

It doesn't. 2004 _appears_ to allow it: "Change All" button is clickable.
But I found it didn't actually change all, it just changes one instance...

-- (e-mail address removed)